Skip To Main Content

Facility Use Rules & Regulations

Rules and Regulations for Use of School Facilities

Approval and Scheduling

  • All facility use must be approved by the Facilities Scheduling Coordinator via the "Application for Use of School Facilities Form."

  • Except for priorities established by regulation, applications are accepted first come, first served.

  • Applications for the upcoming school year may be submitted up to one year in advance, with processing beginning after July 1.

  • Requests must be submitted at least 48 hours before the event date.

  • A facility is not considered reserved until the application is completed and approved by the Facilities Scheduling Coordinator. Approval constitutes a permit and is subject to all applicable District policies, procedures, and laws.
     

Facility Use Guidelines

  • A single application may cover a series of similar events. Only facilities and equipment specified in the approved application may be used.

  • The District reserves the right to cancel or discontinue use of facilities at any time if the activity conflicts with District policies or regulations.

  • Cancellations must be submitted to the Facilities Scheduling Office at least 48 hours in advance. Failure to do so may result in charges for expenses incurred.

  • All activities must have adequate adult supervision, including police or security if required.

  • Applicants may be required to provide proof of insurance upon request.
     

Conditions and Responsibilities

  • A district employee must be present whenever a facility is in use to open, supervise, and close the building. Exceptions may be made for student-related activities conducted by schools with adequate supervision and liability insurance.

  • Keys will not be issued to individuals or groups; facilities will be opened and closed by authorized personnel.

  • District furniture or equipment may not be removed without prior authorization. Users are responsible for restoring facilities to their original condition; costs for damages or restoration will be billed to the user.

  • Decorations or other materials applied to walls, ceilings, or floors require prior approval and must be removed at the user’s expense.

  • The District reserves the right to close down activities if necessary.
     

User Responsibilities

  • Adult leaders must remain with their group at all times and are financially responsible for proper care of the facility and all district materials or equipment.

  • Users are responsible for clean-up and returning areas to original condition.

  • Users must notify building personnel upon arrival and departure.

  • Users are responsible for repair or replacement costs for any damage to District property, payable within 10 days. The District is not responsible for personal property brought to the facility.
     

Restrictions

  • Use of tobacco, alcohol, controlled substances, or weapons is strictly prohibited.

  • Food is limited to approved facilities and requires prior permission. Kitchens are available only under special conditions.

  • Street shoes or black-soled shoes are prohibited on gym floors.

  • All Washington State and local laws apply on District property.

  • Inflatables, “bouncy houses,” slides, and similar equipment are prohibited.
     

Hold Harmless Clause

Users agree to indemnify and hold harmless the Othello School District, its officials, and employees from any claims, losses, or liabilities arising from facility use. The application form must be signed and returned before using District facilities.

Fees and Payment

  • Fees are based on actual District costs for labor, materials, operating expenses, and applicable overhead.

  • Commercial or profit-driven use will include full reimbursement of costs plus a share of profit.

  • Estimates are subject to change based on actual conditions at the time of use.

  • Additional charges apply for custodians, technicians, special equipment, or staff needed for the event.

  • Payment is due prior to the event. Deposits may be required.

  • Users are responsible for all collection, attorney, or insurance fees if payment is not received.

  • The District is not responsible for taxes on tickets or merchandise sold by users.

  • The District reserves first rights to concessions and merchandise sales. Outside sales must be approved and are subject to a 10% fee of gross income.
     

Binding Agreement

This application/permit is a binding contract between the Othello School District and the user. It supersedes any other agreements or assumptions regarding facility use. All applicable laws, District policies, and regulations remain in effect.